A practical first-shipment document checklist covering commercial invoice, packing list, transport documents, certificates and common consistency errors.
The first export shipment is where documentation mistakes become expensive. This checklist is educational and practical. Confirm product-specific and destination-specific requirements with your customs broker or a qualified professional.
1. Commercial invoice
Include seller and buyer details, invoice number and date, product description, quantity, unit price, currency, Incoterm, payment terms and total value. Keep descriptions consistent with the packing list and transport document.
2. Packing list
List package count, net and gross weights, dimensions where useful, marks and numbers, and contents per package. The packing list is often used for cargo handling and customs checks.
3. Transport document
Bill of lading, airway bill or equivalent must match shipper/consignee instructions and package data. Review drafts when your process allows.
4. Origin and product certificates
Certificate of origin, test reports or inspection certificates may be required by the buyer, LC or destination rules. See the certificate of origin guide.
5. Export clearance filings
Work with your CHA/forwarder on shipping bill and related filings. Product classification and declared values must be supportable.
6. Payment-related documents
If an LC is used, present documents exactly as the LC lists them. Read the letter of credit guide before shipping against an LC you have not checked line by line.
Consistency rules that prevent delays
- Same company names across invoice and transport documents
- Matching package counts and weights
- Aligned product descriptions
- Correct ports and consignee details
More detail: export-import documents checklist.
FAQ
Is a proforma invoice enough to ship?
No. A proforma is usually pre-shipment. The commercial invoice documents the actual sale and shipment.
Who prepares these documents?
Typically the exporter, with logistics partners assisting on transport documents and filings.
What is the most common first-shipment error?
Mismatched quantity or description between invoice, packing list and bill of lading.